Administrative Clerk Docketing

The Administrative Clerk – Docketing is responsible for maintaining and updating case information within electronic case management systems, supporting case lifecycle management from initial referral through final disposition and archival, and ensuring the accuracy, completeness, and retention of official records. This position performs data entry, records management, quality control reviews, case file processing, archival coordination, and customer service functions while handling sensitive legal information with discretion and professionalism. The role may also provide backup support for reception and mail operations as needed. 

KEY DUTIES AND RESPONSIBILITIES 

• Enter and maintain criminal and civil case information in automated case management systems and databases. 

• Update and maintain records throughout the case lifecycle, including data entry, document organization, scanning, and electronic document uploads. 

• Receive, review, and process case files for closure, ensuring files are complete, properly organized, and compliant with records management requirements. 

• Verify the existence of electronic case folders and ensure records are appropriately archived within electronic storage systems. 

• Manage electronic media associated with case files, including storage, retrieval, transfer, and archival of digital records. 


• Determine appropriate records retention classifications and coordinate records transfers and shipments to archival repositories, including the Federal Records Center (FRC). 


• Assist attorneys and staff during periodic case certification processes to verify case information and records accuracy. 


• Review quality control reports and research discrepancies to correct records in paper files, databases, and spreadsheets. 

• Exercise sound judgment and discretion when determining the release of sensitive or confidential information. 

• Prepare, package, and transport records and archival materials weighing up to 40 pounds. 

• Prepare and ship documents associated with closed cases and archived records. 

• Provide backup reception support, including screening calls and visitors, taking messages, and directing inquiries to appropriate personnel. 

• Process incoming and outgoing mail, including certified, registered, and other special-handling correspondence. 


• Sort, route, track, dispatch, and deliver mail and materials in accordance with office procedures and applicable regulations. Maintain accountability and tracking systems for exhibits and evidentiary materials used in grand jury proceedings and trials. 

EDUCATION AND/OR EXPERIENCE 

• High school diploma or equivalent required. 

• Minimum of one (1) year of experience in an administrative, legal support, records management, docketing, clerical, or similar office environment. 

• Experience working with electronic databases, document management systems, or case management platforms preferred. 

• Experience handling confidential records and sensitive information preferred. 

• Must possess a valid driver's license and be willing to travel as . 

• Must be able to work onsite at the designated work location. 

• Must be a U.S. Citizen and successfully pass a federal background investigation. 

KNOWLEDGE, SKILLS AND ABILITIES 

• Strong organizational skills with the ability to manage multiple tasks simultaneously and meet deadlines. 

• Excellent attention to detail and commitment to data accuracy. 

• Ability to type a minimum of 40 words per minute with proficiency in grammar, spelling, and punctuation. 

• Working knowledge of Microsoft Word, Microsoft Excel, and other office productivity software. 

• Ability to learn and effectively use case management and records management systems. 

• Strong analytical and research skills to locate, verify, and correct records information. 

• Effective verbal and written communication skills with the ability to interact professionally with attorneys, court personnel, government agencies, and the public. 


• Ability to maintain confidentiality and exercise discretion when handling sensitive information. 


• Ability to lift and move boxes and records weighing up to 40 pounds. 

• Ability to follow established policies, procedures, records retention requirements, and archival protocols. 

• Ability to work independently and collaboratively in a fast-paced office environment.